2. Keep Job Information in One Place

JobTracker will help you eliminate your file folders (or at least reduce your dependency on them). Instead of collecting paper forms and scraps of paper notes, you can store all information about a job directly in JobTracker.

To do so, start with the information that's built in. If you're new to JobTracker, make sure you've worked through the  Getting Started Guide and have learned how to enter jobs. Use the built-in contacts to store all the names, phones numbers, and addresses of anyone associated with the job. Use the account address to know where to send the bill and the job address for the location of the job (if it's different). Attach any related files (like CAD files, scanned contracts, before and after photos, etc.) directly to the job so they never get lost.

At some point, you'll discover information that you want to save in JobTracker that doesn't have a built-in place. That's a signal to use job forms or custom fields. Most likely, you'll want to  modify the built-in sample form and/or create new job forms. Job forms are useful for tracking all the specific things you care about on a job - rooms, colors, materials, sinks, square feet, etc. You can create different form templates for different purposes, and you can add as many forms to a job as you need - at a minimum, most customers wind up adding a form for each room OR each color used on the job (you can add the same type of form more than once on a job).

Sometimes you want key bits of information about a job to be even more prominent - that's a signal to use a  job custom field, which show up at the top of a job. Job custom fields are useful for things like creating a job number or storing a tracking number from your accounting system or even storing the total throughput dollars for each job. If you have multiple locations, a job custom field is a good way to specify which location "owns" a job.

You might choose to keep your job folders for a while until everyone is used to working with JobTracker - but try to replace your folders with JobTracker over time. When information is in JobTracker, it's much easier to find, and it's much harder to lose. As you get up to speed using JobTracker, look at each piece of paper you typically add to a folder and figure out what you need to do to store the same information in JobTracker. Over time, you'll reduce your dependency on paper folders, and before long, you'll eliminate them.

If you do continue to use paper folders while you're working on a job, at least consider throwing them away at the end of a job. Just scan the whole folder, attach the resulting scanned file to the job, and throw the folder away instead of storing it in a file cabinet. You might even consider hiring a temp to scan your folders from old jobs, so that you can get rid of those filing cabinets for good ... if you do scan in old jobs, make sure to create those jobs in JobTracker with (None) as the  job template, so that you don't have empty activities and forms for all those old jobs (in other words, you want to make sure they're complete).

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